Data Setup Meeting Protocols Email & Scheduling

What the Reporting Specialist and Manager need to do

When sending the Data Setup Meeting invite, ensure the meeting details are accurately entered into HubSpot.

Then compose email select "Data Set up Meeting" template

• Log in to Zoom:
  • Go to the Zoom web portal (zoom.us) and sign in.
• Schedule or Edit the Meeting:
  • Navigate to the "Meetings" section.
  • If the meeting is already scheduled, find it in your upcoming meetings and click "Edit." If not, click "Schedule a Meeting."
  • Rename the meeting to "Data Setup Meeting - [Client Name]" (replace [Client Name] with the actual client's name).
• Add Invitees:
  • In the meeting settings, locate the "Invitees" or "Attendees" field.
  • Enter the email addresses of the participants.
  • Ensure you have the correct email addresses for the client and any other attendees.
• Save and Sync with HubSpot:
  • Save the meeting details in Zoom.
  • Log in to HubSpot and navigate to the relevant contact or deal record.
  • Manually add the meeting details (date, time, Zoom link, and title: "Data Setup Meeting - [Client Name]") to the contact’s timeline or create a new meeting activity.
• Send Invites:
  • From Zoom, send the meeting invite with the updated name and participant emails.
  • Confirm in HubSpot that the meeting is logged under the correct client record.

Enable Recording for the Meeting:

• Click on the meeting to open its details.
• Look for the "Recording Disabled" button (typically in the top right corner or within the meeting settings).